HomeMy WebLinkAboutCouncil Resolution 1372RESOLUTION NO. jZ:1j,
A RESOLUTION RECOMMENDING ADOPTION OF AN INTERGOVERNMENTAL
AGREEMENT BETWEEN THE CITY OF CENTRAL POINT AND THE CITY OF
MEDFORD FOR FLEET MAINTENANCE, REPAIR, FUEL PURCHASE, AND
EQUIPMENT RENTAL
RECITALS:
A. Oregon Revised Statue Chapter 190 authorizes the City of Central Point to
reduce costs and produce public benefit through the use of intergovernmental
cooperation.
B. The City of Central Point and the City of Medford deem it to be to their mutual
advantage and to be in the best interest of their respective constituencies to
enter into this Intergovernmental Agreement for the purpose of the City of
Medford to provide fleet maintenance contract services for the City of Central
Point.
The City of Central Point resolves:
Section 1. The attached intergovernmental agreement between the City of Medford
and the City of Central Point for the provision of fleet maintenance contract services
is approved.
Section 2. Upon approval of this agreement by the City of Medford, the attached
intergovernmental agreement shall govern fleet maintenance contract services
between the two agencies from August 15t, 2013 to July 31s', 2014.
The Mayor and City Manager of Central Point are authorized to sign the attached
agreement on behalf of the City of Central Point.
Passed by the Council and signed by me in authentication of its passage this
cjS day of 2013.
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Council President Brucf Dingier for
Mayor Hank Williams
INTERGOVERNMENTAL AGREEMENT
CITY OF MEDFORD
AND
CITY OF CENTRAL POINT
FOR FLEET MAINTENANCE, REPAIR, FUEL PURCHASES, AND
EQUIPMENT RENTAL
Pursuant to ORS Chapter 190, entitled "INTERGOVERNMENTAL COOPERATION', the City of
Medford (Medford) is authorized to jointly provide for the performance of a function or activity in
cooperation with a "unit of local government' that includes the City of Central Point (Central
Point). By acceptance of this Agreement, the parties certify that they meet the above criteria for
eligibility for such intergovernmental cooperation.
Pursuant to ORS 190.030, any unit of local government, consolidated department,
intergovernmental entity or administrative officers designated herein to perform specified functions
or activities is vested with all powers, rights and duties relating to those functions and activities that
are vested by law in each separate party to the Agreement, its officers and agencies. THIS
AGREEMENT, made this day of , 2013, by and between the City of
Medford by and through its Public Works Department (Medford), and the City of Central Point.
WHEREAS, Central Point desires Medford to render certain materials and services hereinafter
described in connection with Vehicle Maintenance, Fuel Sales, Equipment Rental and Repair Services
and;
WHEREAS, Medford is qualified and agreeable to render the aforesaid materials and services;
NOW, THEREFORE, for and in consideration of the foregoing and of the mutual promises hereinafter
expressed the parties hereto do mutually agree as follows:
Article 1. Designation of Representatives
For the purpose of effectively scheduling and providing requested services the parties to this agreement
will each designate a representative to act as a primary contact person and a secondary contact person
(contact person) within their respective departments.
The Central Point contact person will coordinate all Central Point vehicle services. Typically the
contact person will request services, ensure that vehicles are delivered to the Medford fleet services
facility as scheduled, and act as liaison between Central Point and Medford.
The Medford contact person will coordinate all vehicle related services provided by Medford. Typically
the contact person will receive all service requests, schedule requested services, ensure that vehicles are
completed on time, and act as liaison between Medford and Central Point.
All correspondence, requests for service, notifications. coordination. etc. between the parties shall be
directed to the parties' respective contact person. Recognizing that both primary contact persons may be
off work at various times. the parties to this agreement will name a secondary contact person within their
respective departments. The secondary contact person will assume the responsibilities of the primary
contact person in the event of their absence.
Notwithstanding any of the above Central Point may request vehicle repair services at any time and
Medford may authorize performance of said repairs by any reasonable mode of communication
including telephone, text, fax, e-mail, or otherwise.
Contact persons are designated as follows:
Central Point
Primary- Max Woody 423-1321
Secondary — Wade Becker 664-7606
Medford
Primary — Grant Cory / 774-2628
Secondary — Charles Longmire / 774-2629
Either party may change their designated contact person(s) by notifying the other party by phone or by
E-mail during normal business hours.
Article 1. Central Point Fleet Covered by this Agreement
The vehicles and equipment that are covered by this agreement will include all City of Central Point
owned vehicles and equipment. Vehicles and equipment may be added or deleted from the Central
Point equipment list upon mutual agreement by the parties to this agreement. Requests to add or delete a
vehicle from the list may be generated by either party and shall be requested in writing to the other
party. Medford agrees to delete any vehicle that Central Point requests to be deleted. Medford agrees to
add any vehicle that Central Point requests unless they determine, at their sole discretion, that they do
not have the staff, expertise, specialized equipment, or other capability required to provide an acceptable
level of service.
Article 3. Scone of Services
3.1 Preventive Maintenance (PM) Services.
Medford will provide two levels of PM service depending on the use of the vehicle. PM services can be
separated by PM for automotive and PM for medium and heavy equipment i f required.
PM services will be billed in accordance with Medford Fleet Services shop rates determined at the time
of repair.
If any items are found to be defective or in need of additional service while performing the inspections
included in the PM service, authorization for said repairs will be requested in accordance with Article
3.3.1 Repair Authorization.
Any such corrective repairs will be performed under a separate job order and will be billed at the hourly
shop rate as determined at the time of repair.
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3.1.1 PM Schedule. Central Point vehicles and equipment will be scheduled for PM services based
on the vehicle manufacturer's recommendations for service duty or a mutually determined
recommendation upon completion of a PM service. Medford will affix appropriate inspection and
certification stickers to vehicles and maintain maintenance records.
3.1.2 Other Mandatory Inspections. Medford will ensure compliance with all other Federal and State
required vehicle inspections and certifications including speedometer calibrations. lift truck certifica-
tions, OSHA inspections, aerial device, CNG tank certifications, diesel engine inspections, etc. Medford
and Central Point agree to jointly develop a list of the required inspections and to verify that any new
vehicles added to Central Point's vehicle and equipment fleet are added to the inspections.
Coordination of mandatory inspection services will be billed at the hourly shop rate in accordance with
the hourly shop rate as determined at the time of repair.
3.2 Tires
3.2.1 Replacement Tire Services. Medford will provide the services to replace worn, damaged, or
defective tires as requested by Central Point, or as determined during a PM inspection. Tires that are
found to be in need of replacement during a PM inspection will be changed at the discretion of Medford
with prior authorization of Central Point.
3.2.2 Roadside Tire Assistance. Central Point will be responsible for roadside tire changing for its
automobiles and light trucks. Medford personnel will not be dispatched to provide this service.
3.3 Repair Priorities. Emergency response vehicles (Code -Lights and Siren equipped vehicles) are the
first priority under this agreement.
Medford recognizes that priorities can change on a daily basis depending on emergency situations, work
priorities and the availability of back up units. At least once every three months, Medford primary
contact person will discuss repair priorities with the Central Point primary contact person and adjust
priorities accordingly.
3.3.1 Repair Authorization. Central Point hereby grants pre -approval for all repairs estimated up to and
including $500.00. Medford is authorized to proceed with such repairs at their discretion without
contacting the Central Point primary contact person.
Medford shall contact Central Point prior to commencing any work on any repair estimated to cost more
than $500.00. Medford will not proceed with such repairs until authorized to do so by Central Point.
Central Point will communicate a decision on repair authorization to Medford within 24 hours of
receiving an estimate of repairs, whether verbal, written, electronic or otherwise.
3.3.2 Repair Services. Repair services will be provided as required to keep the Central Point fleet
within manufacturer's specifications and in a state of readiness. Typical repair services may include but
are not limited to:
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1. All repairs due to normal wear and operation of the vehicle.
2. All minor component repair or replacement, such as electrical systems, heating and cooling
systems;
and exhaust systems.
3. All major component repair or replacement, such as engines and transmissions. and drive vain
components due to normal wear and operation of the vehicle.
4. Modifications of vehicles or additional equipment requested after the vehicle has been placed into
service beyond the standard complement of equipment provided by the manufacturer.
5. Any other repair service requested.
Repair services will be billed at the hourly shop rate as determined at the time of repair.
3.3.3 Vehicle Delivery/Pickup. Central Point agrees to deliver and pick up vehicles that are to be
serviced by Medford to the service location noted in Article 3.4 below.
3.3.4 Roadside Service. Medford will provide roadside services for vehicles that break down. The
decision to dispatch a field mechanic will be based on a Medford estimate of the severity of the repair
problem and the level of effort required to return the vehicle to service. In general, Medford will
provide roadside service when repairs can be clearly diagnosed over the phone or radio and can be
handled in less than one hour. Vehicles that require more complex diagnosis or repairs may be towed to
a sublet facility to be repaired.
Roadside services will be billed at the hourly shop rate as determined at the time of repair.
Medford does not provide towing services. All towing service charges will be evaluated on a case by
case occurrence and will be billed accordingly.
3.3.5 After Hours and Weekend Services. Medford will provide after hours and weekend services as
required to support emergency operations on an emergency basis. Service calls should be limited to
significant problems that have uncomplicated solutions. Examples include vehicles that will not start
and vehicles that become stranded in traffic. Services should be requested by calling the primary or
secondary contacts.
After hours and weekend services will be billed at the hourly shop overtime rate (3 hrs minimum) as
determined at the time of repair.
3.4 Service Location and Hours of Operation. Services will be performed at the City of Medford
Service Center, 821 N. Columbus Ave, Medford, OR 97501. The fleet maintenance facility is located in
building B. Normal hours of operation for the vehicle maintenance facility are 7:00 AM to 3:30 PM
Monday thru Friday.
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Article 4. Warrantv
4.1 Manufacturers Warranty. Repairs that are determined to be covered by manufacturer's warranty
may be repaired on-site or sent to an outside factory authorized warranty vendor. Medford will work
with the Warranty vendor and Central Point to determine the repair procedure. Vehicle delivery and
pickup will be charged as hours worked.
4.2 PUBLIC WORKS Warranty.
EXCEPT AS EXPRESSLY PROVIDED HEREIN, MEDFORD MAKES NO WARRANTY ON
THE SERVICES PROVIDED HEREIN.
If a vehicle experiences a re -occurrence of the same problem that the vehicle received service for,
Medford will correct the problem and will provide the following warranties for work that is performed
by Medford:
1. PM Services — No Warranty.
2. Safety Checks — No Warranty.
3. Replacement Tire Services- Tire warranty as provided by the tire manufacturer for police duty
service, no
Parts warranty by Medford. Workmanship — 30 days or 1000 miles, which ever occurs first.
4. Accident Repairs — Warranty as provided by outside vendor. No warranty by Medford.
5. Repairs — Parts and Workmanship. 90 days or 4000 miles which ever occurs first.
Article 5. Data to be Furnished
5.1 Fleet Management Information System (FMIS)
Medford has implemented a computer system to manage vehicle maintenance operations. This system
provides equipment life cycle cost information, shop productivity data, preventive maintenance
scheduling, warranty tracking, and other operational information. Medford will use this system to
manage vehicle repair and maintenance operations for Central Point.
Article 6. Time of Performance
The terns of this agreement shall become in effect upon the final signature of the parties and shall be in
effect until June 30, 2019. This agreement may be extended for two successive two year periods. The
Medford Public Works Director is authorized to execute the contract extensions provide herein.
Article 6.1 Contract Extensions
This agreement maybe extended upon mutual agreement of Medford and Central Point in two year
increments for up to an additional four years. Shop rates and charges are subject to change on July I".
2013 and every two years thereafter.
Article 7. Compensation
Central Point shall compensate Medford in accordance with the Schedule of Rates and Charges set forth
in Exhibit B. All charges will be billed directly to the Central Point by the Fleet Management
Information System.
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Article 8. Chances
Either party to this agreement may from time to time request changes in the scope of the agreement as
set forth herein. Such changes, including any increase or decrease in the amount of compensation to
Medford. shall be mutually agreed upon by and between the parties hereto and shall be incorporated as
written amendments to this Agreement.
Notwithstanding the above. the Medford Public Works director is authorized to approve any fee
changes which will not result in an estimated revenue or expense that exceeds $50;000 in one fiscal
year.
This Agreement contains the entire agreement between the parties hereto and supersedes any and all
prior express and/or implied statements, negotiations and/or agreements between the parties; either
oral or written.
Article 9. Disputes
If at anytime, a disagreement or problem should arise concerning the operation of this agreement, the
parties agree that such items be resolved at the Division level. If the appropriate Central Point primary
contact person and the Medford primary contact person are unable to resolve the problem within 30
days, the matter should then go to the Medford Director of Public Works for resolution.
Article 10. Transfer of Interest
Neither party shall assign or transfer any interest in or duty under this agreement without the written
consent of the other part\,, and no assignment shall be of any force or effect whatsoever unless and
until the other party shall have so consented in writing.
Article I1. Termination
Either party may request termination of this agreement for any reason with 60 days written notice to the
other party.
Approved: Approved:
Central Point Medford
By: By:
Date: Date:
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Exhibit B- Schedule of Rates and Charges
Labor Rate $78.50 Der hour.
Overtime Rate..............................................................................................$117.50 Per hour
Minor Parts (individual part cost less than $2000.00) ................................. Cost + 10%
Parts over $2000.00.....................................................................Direct Purchase or $200.00
PM Service- Emergency Equipment Light Duty (1.5 hrs).......................... $1 17.50 + parts
PM Service—Emergency Equipment Medium Duty Vehicles (2.0 hrs)....... $157.00 + parts
PM Service -Emergency Equipment Heavy Duty Vehicles (3.0 hrs)............ $235.50+ parts
PM Service—Non-Emergency Equipment (1.0 hrs)................................ $78.50 + parts
Lube Oil and Filter only (non Heavy Duty Vehicles)......................................$23.55 + parts
Outside Vendor Services...................................................................Cost+ 10%
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